Insurance Virtual Assistants for Agencies
An insurance virtual assistant is a remote team member trained to handle the unlicensed support work inside an insurance agency: quoting in carrier portals and raters, renewals, billing follow-up, policy service, data entry and client communication. A good insurance VA takes repetitive service and admin tasks off your producers and account managers so licensed staff can spend their time selling and advising clients.
ScaleOps places trained insurance virtual assistants through its staffing brand, Agency Aid, starting at $9/hr.
What does an insurance virtual assistant do?
Most agencies lose hours every day to work that has to get done but doesn't require a license: keying data, chasing documents, re-running quotes and answering routine questions. An insurance VA is trained on that workflow. They work inside your agency management system (AMS), CRM, carrier portals and comparative raters, following the processes you already use.
Typical tasks an insurance virtual assistant handles include:
- Quoting in carrier portals and comparative raters
- Renewals and re-shops ahead of expiration dates
- Billing follow-up on past-due and cancellation notices
- Endorsements and routine policy changes
- Mortgagee and lienholder updates
- Certificates of insurance (COIs)
- AMS and CRM data entry and clean-up
- Client calls, texts and emails for service requests
- First notice of loss: taking initial claim details and routing them
Because these tasks repeat every day, they are the easiest place to win back time. When a VA owns them, producers stop context-switching between service and sales, and clients get faster answers.
How much does an insurance virtual assistant cost?
Through Agency Aid, insurance virtual assistants start at $9/hr. Your final rate depends on the hours you need and the skills required for the role, such as personal lines quoting versus commercial lines service.
When you compare cost, look past the hourly rate. Ask what training the VA already has, whether they know insurance terminology and carrier workflows, and how much of your own team's time it will take to get them productive. A VA who already understands raters, endorsements and renewals ramps up faster than a general admin assistant.
For a deeper breakdown, read Agency Aid's guide to insurance virtual assistant cost.
How do ScaleOps and Agency Aid work together?
ScaleOps is an insurance agency growth company founded by Tyler Woodall, who built and sold his own agency, The WIN Agency. Agency Aid is the ScaleOps staffing brand for trained insurance virtual assistants.
Agency Aid VAs are trained on our proprietary QuoteSim™ training platform, which focuses on the quoting, service, renewals and billing follow-up work agencies need covered. ScaleOps pairs that staffing with the rest of its growth systems — lead generation, websites, SEO and Google Business Profile management — so the extra capacity a VA creates turns into more quotes and more written business.
What should you delegate to a VA first?
Start with the work that is high-volume, rules-based and easy to check. For most agencies, that means:
- Renewal reviews and re-shops, using a checklist your team already follows
- Billing follow-up, so cancellations get caught early
- COIs and mortgagee or lienholder requests
- AMS and CRM data entry after every new policy or change
- Initial quoting in raters, with a licensed agent reviewing before anything goes to the client
Write down each process, record a short screen-share of how your team does it, and agree on how work gets handed back for review. Once those first tasks run smoothly, add client communication and more advanced service work.
Hiring your own VA? Use our sample VA interview questions to evaluate skill, attention to detail and communication before you make an offer.
Do insurance virtual assistants need a license?
Insurance virtual assistants perform unlicensed support work. Licensed activities — such as selling, soliciting or negotiating insurance, giving coverage advice, and binding coverage — stay with your licensed staff.
Exactly which tasks require a license depends on your state and your carriers, so follow your state's licensing rules and each carrier's requirements when you assign work. A simple rule of thumb: let the VA gather information, prepare quotes and handle administration, and have a licensed agent review, advise the client and complete any licensed step.
Insurance virtual assistant FAQ
What is an insurance virtual assistant?
An insurance virtual assistant is a remote, insurance-trained team member who handles unlicensed support work for an agency, such as quoting in raters, renewals, billing follow-up, policy service, data entry and client communication.
How much does an insurance virtual assistant cost?
Insurance virtual assistants placed through Agency Aid start at $9/hr. The final rate depends on the hours and skills your agency needs.
Can an insurance VA quote policies?
Yes. A trained VA can run quotes in carrier portals and comparative raters. A licensed agent should review the quote and handle any advice, negotiation or binding with the client.
Does an insurance virtual assistant need to be licensed?
No license is needed for unlicensed support work. Licensed activities stay with licensed staff, and you should follow your state's rules and your carriers' requirements when assigning tasks.
What tasks should I delegate to a VA first?
Start with high-volume, rules-based work: renewals and re-shops, billing follow-up, COIs, mortgagee and lienholder updates, and AMS or CRM data entry.
How is Agency Aid connected to ScaleOps?
Agency Aid is the ScaleOps staffing brand for trained insurance virtual assistants. ScaleOps was founded by Tyler Woodall, who built and sold The WIN Agency.
Ready to add a trained insurance VA?
Get matched with an insurance-trained virtual assistant through Agency Aid, starting at $9/hr, or book a call with ScaleOps to plan where a VA fits in your agency.
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